Altus Alliance 2016 - Expense Requests
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Presentation by Jeff Rintoul on February 5th, 2016. Are you finding your staff expense processes increasingly inefficient? Say no more! View this presentation and learn how to optimize your staff expense processing with Expense Claim Web Apps.
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Altus Alliance 2016 - Expense Requests
- 1. ALTUS ALLIANCE 2016 Optimize Staff Expense Processing with Expense Claim WebApps
- 2. Your Presenter Jeff Rintoul Senior Application Consultant
- 3. Agenda • Copy into Template • Location to Location Quantity • Corporate Credit Card Transaction Import and Processing • Splitting Lines • Gross Unit Amount
- 4. Request Templates • Use the copy function to convert repetitive requests into a template for reuse as private or public templates
- 5. Location to Location Quantity
- 6. Corporate Credit Card Processing • Credit Card transaction file imported into Nav, and made available to EWA users to include in Expense Claims • Makes use of one GL Clearing account, and creates two groups of invoice transactions • Transaction 1-invoice payable to Credit Card company, entry Dr to Clearing account Cr to AP control • Transaction 2-generated by Expense Claims Dr to Travel Exp or Supplies Exp, as per EWA Expense Type Cr to Clearing account
- 7. Corp. Credit Card Configuration • 8 fields from CC file are imported to Nav • CC # assigned to EWA User card links transaction to EWA user • Payment Method codes reserved for CC handle invoice posting • EWA user restricted to one Expense Type Category to code expenses • Expense claim processed as ‘tax included’ • Expense Type includes Tax
- 8. CC transactions after import
- 9. EWA Setup for Corp. Credit Card • Payment Method Code • Expense Type Categories • Gross Amount and Tax
- 10. EWA User Card – CC # • Match the number on the card, or the portion of the number used in the statement and import
- 11. Import Transaction File • Paste your transaction file into the pre-built file layout or customize the import to map directly to your bank file layout • Assign the vendor as part of the import
- 12. Post Invoice – 1 line per Visa card
- 14. Select oneormoreCC Transactions toadd toclaim, eachrowbecomes1 rowin claim
- 15. CC Transaction addedAmount andDetails toa‘blank’expensetype • Now add Expense Type, Combo Code, additional details • Details from the CC includes the Transaction Date, Merchant and Original Currency amount • See next step to split lines to code to a different combo code and or a personal portion
- 19. Personal Amount • The configured Expense Type automatically assigns a new GL Account • Now add the combo code
- 20. Submit the claim for approval
- 22. Comparison of 2 Clearing Entries
- 24. ALTUS ALLIANCE 2016 Altus Ideas Thenewwayforyoutosubmitfeature requeststous.
- 25. ALTUS ALLIANCE 2016 Altus Advocates Membershiphasitrewards. Enrolltoday.
- 26. ALTUS ALLIANCE 2016 Submit your evaluations to win!
Editor's Notes
- To begin the process to create a template, select a request or claim from any status, select copy icon, system creates a new request Open the new claim, modify as required Open Status tab, select either Private or Public option The new claim is now saved as a template
- Location to location quantity is a feature to use within any appropriate expense type that relates to mileage Meaning you may have more than one mileage expense type, each having a different reimbursement rate, perhaps different regions have different rates The list of location to location quantities can be used with any expense type where quantity is required
- Prior to import, the transaction file is saved as CSV, with the top row deleted if there are column labels Transaction 1, to settle the credit card statement liability, is a purchase invoice in Nav, the credit card company may automatically withdraw the funds, in which case this invoice is settled with a manual payment journal transaction Transaction 2 follows the processing of expense claims by the employees, or by a delegate assigned to process the transaction on the employees behalf
- Note-note all details provided for the configuration of tax included processing, called Gross Amount
- Search in Nav for ‘corp. card expense lines’, use standard filters to identify transaction not yet processed by employees, having status of open
- If for some reason this vendor has an unposted invoice at the time the transaction file is imported, the new transactions will be added to the open invoice, therefore post this invoice as soon as the import has been completed.